Administrative Assistant at Indiana University in Indianapolis, Indiana

Job Description:

Department



SCHOOL OF SOCIAL WORK (IN-SOCW-IUINA)



Department Information



The Indiana University School of Social Work (IUSSW), founded in 1911, is a university-wide system school with CSWE-accredited MSW and BSW Programs since 1923 and 1975 respectively, reaffirmed in 2021. School headquarters are in Indianapolis at Indiana University Indianapolis (IUI) with programs on 7 IU campuses. IUSSW enrolls approximately 1,800 students across programs (PhD, MSW, BSW) and campuses. Guided by an authentic commitment to diversity, equity, and inclusion, the IUSSW is nationally and internationally recognized for educating leaders of tomorrow through community-engaged practice, research, and partnerships to positively impact individuals and society.



Job Summary



The Administrative Assistant provides administrative support to the directors of the Master of Social Work (MSW) Program, Bachelor of Social Work (BSW) Program, and Career Services on the IUI campus. The Administrative Assistant provides additional support to the MSW and BSW Curriculum Committee Chairpersons. This position reports to the Dean's Executive Assistant.


Department-Specific Responsibilities

• Provides complex clerical and administrative support to the IUI MSW program directors, BSW program directors, and Career Services.


• Prioritizes appointments, manages schedule conflicts, organizes day-to-day tasks and responsibilities, drafts letters and other correspondence, copies and scans documents, maintains hard copy and electronic files, schedules committee meetings, records minutes of meetings, and other essential clerical functions.


• Coordinates the Career Services daily schedule, prioritizes access, and arranges travel and accommodations as needed.


• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.


• Manages textbook adoption for both MSW and BSW Programs. Orders textbooks and desk copies from publishers for instructors and faculty to ensure textbooks for classes are ordered by the required semester deadlines and maintains records accordingly.


• Designs and maintains various databases to assist in monitoring critical BSW and MSW program activities including, but not limited to, curriculum review, accreditation reports, student records for dismissals, and appeals, tracking grades of incomplete and sending program/orientation letters to newly admitted students.


• Monitors and provides clerical support for intercampus transfers to and from the IUI BSW program.


• Manages BSW and MSW student e-mail distribution lists by serving as the contact point for postings from faculty, staff, and students.


• Provides clerical support to BSW and MSW directors in support of their academic responsibilities.


• Provides clerical and administrative support for student services in the BSW and MSW programs.


• Assists with planning and execution of special events such as BSW and MSW student orientation, Phi Alpha Honors ceremony, commencement, BSW and MSW information sessions, and other school-related events.


• Assists with annual revisions of the MSW and BSW student handbook for publication on the websites.


• Collaborates with appropriate personnel to update and maintain BSW and MSW portions of the school's website and physical bulletin boards (e.g., 4th floor, The Commons, ES building).


• Coordinates processes related to undergraduate, graduate, and continuing education (CEUs), certificate applications, verification of requirements and completion, and issuance of certificates.


• Coordinates assignments of work-study students in the BSW and MSW programs.


• Provides clerical support to the BSW and MSW Student Association officers.


• Responds to inquiries or persons visiting, calling, or emailing the IU school of social work, including prospective and current BSW and MSW students. Assists prospective students with admissions inquiries.


• Provides administrative support for Career Services.


• Assists with Metrics (Event Tracker and Contact Log).


• Creates and keeps up with community boards in ED Stairwell and ES Hall.


• Assists with coordination of system-wide events.


• Promotes events and activities via the student listservs managed by person in position; and assists with topical initiatives/outreach.


• Provides general office support.


• Schedules meetings in various conference rooms.


• Provides backup for the IU Social Work receptionist by answering telephone calls, providing information, and generally assisting faculty, staff, students, and visitors.


• Distributes information about programs and various opportunities via student listservs, newsletters, flyers, or other methods.


• Orders office supplies, keeps workroom closet inventory stocked and organized.


• Other duties as assigned

General Responsibilities

• Provides administrative support to a department or group of professionals, exercising confidentiality, tact and diplomacy.


• Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.; compiles data for expense and statistical reports.


• Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.


• Schedules and confirms appointments, meetings, and travel arrangements; tracks expenses.


• Participates in the development and implementation of administrative standards, policies and practices for the organization.


• May perform other duties related to maintaining an internal website and/or working with social media.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Bachelor's degree

WORK EXPERIENCE



Required

• 2 years of relevant experience

SKILLS



Required

• Excellent organizational skills


• Demonstrated ability to maintain confidential information


• Strong verbal communication and listening skills


• Demonstrates excellent judgment and decision making skills


• Ability to simultaneously handle multiple priorities


• Maintains composure under pressure

Working Conditions / Demands



This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.



Work Location



Indianapolis, Indiana


This position is eligible to work a hybrid schedule (mix between remote and in-person work), which is subject to change in the future based on university policy and business needs.



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance


• Dental insurance


• Health Savings Account with generous IU contribution


• Life insurance, LTD, and AD&D options


• Base retirement plan contribution from IU, subject to vesting


• Additional supplemental retirement plan options


• Tuition benefit for IU classes


• 10 paid holidays per year


• Generous Paid Time Off


• Paid Parental Leave


• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.



Job Classification



Career Level: Intermediate


FLSA: Nonexempt


Job Function: General Administration


Job Family: Administrative Support
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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.



Campus Safety and Security



The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.



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